Model Retention Schedule

DCSF Records Retention Schedules

Generic schedules have been prepared by The National Archives and adopted by DCSF (see below).

The purpose of a retention and disposal schedule is to……

Make sure records are kept for as long as necessary, and no longer
Identify records of long-term or historical value
Provide standards and consistency across the Department
Identify unnecessary duplication
Promote efficient management, storage and control of records
Encourage removal of paper records from office space and frees up computer space

The benefits of a retention and disposal schedule is to……

Save space
Save staff time
Prompt action
Provide measurable results
Document the records the Department needs for administrative, legal, commercial and financial reasons

Model Retention Schedules.

Buildings Records - Project


Item	Description	Transfer to Central Records Store	Disposal


1	Specifications	Retain until 5 years after contract end	Review 25 years after compilation


2	Bills of quantity	As above	Review 16 years after compilation


3	Tender documents:

	a) rejected	2 years after rejection	Review 6 years after date of final paper

	b) accepted	At project completion	Review 16 years after project completion


4	Agreements with contractors and consultants	2 years after date of late	Review 16 years after date of final paper


5	Surveys and inspections

	a) Reports - master set	2 years after issue	Store

	b) Reports - other copies	-	Destroy 2 years after issue


6	Maintenance manuals	Retain in Store	Destroy when no longer required


7	Standing instructions	Retain in store	Review 2 years after revision or cancellation


8	Final accounts	2 years after date of last paper	Review after 25 years


9	Client Project Board minutes and papers

	a) record set	2 years after date of last paper	Review 25 years after date of last paper

	b) all other copies	-	Destroy 5 years after date of last paper


10	Tender and evaluation board papers	Retain in store until 3 years after contract end	Review 7 years after contract end


12	Claim and arbitration files	Retain in store	Review 25 years after settlement

Buildings Records: Reports


Item	Description	Transfer to Central Records Store	Disposal


1	Architectural

	a) Master copy	Retain in store	Review 25 years after issue

	b) Other copies	-	Destroy 5 years after issue


2	Structural engineering	Retain in store until superseded	Review 15 years after issue


3	Mechanical and electrical engineering	Retain in store until superseded	Review 15 years after issue


4	Drainage services	Retain in store until superseded	Review 15 years after issue


5	Building condition surveys	Retain in store	Review 25 years after issue


6	Quadrennial inspections	Retain in store	Review 25 years after issue


7	Fire precautions and services	Retain in store until superseded	Review 10 years after issue


8	Timber structures	Retain in store until superseded	Review 20 years after issue


9	Archaeological features	Retain in store	Review 25 years after issue


10	Financial and accounting	Retain in store for 7 years	Review 12 years after issue


11	Asbestos inspections (cf Control of Asbestos at Work (Amendment) Regulations 1992, SI 1992, No 3068)	Retain in store	Review 40 years after issue


12	Conservation	Retain in store	Review 25 years after issue
	(Historic and listed buildings)


13	Other specialist reports not referred to above	Retain in store	Review 10 years after issue

Buildings Records: maps, plans & drawings


Item	Description	Transfer to Central Records Store	Disposal


1	Site surveys	Retain in store, until 16 years after compilation or 2 years after new drawings compiled	Review 25 years after compilation


2	Measured surveys	Retain in store, until 16 years after compilation or 2 years after new drawings compiled	Review 25 years after compilation


3	Archaeological records	Retain in store	Review 25 years after compilation


4	Design drawings	Retain in store	Review 25 years after compilation


5	Perspective drawings	Retain in store	Destroy 25 years after compilation


6	Working copies of above	3 years after superseded	Destroy 12 years after compilation


7	Consultants' and contractors' drawings and associated records	2 years after completion of project	Review 16 years after completion of project

8	`As built' or `as installed' drawings	Retain in store	Review 15 years after settlement of contract


9	Presentation records, including drawings, photographs, models, etc	-	Review 15 years after completion of project


10	Competition drawings	2 years after result announced	Review 10 years after result announced


11	Feasibility studies, preliminary designs and other proposals not implemented	2 years after decision taken	Review 25 years after decision taken


12	Computer Aided Design (CAD) records	Retain in store	*

Buildings Records: maintenance records


Item	Description	Transfer to Central Records Store	Disposal


1	Maintenance schedules	Retain until superseded	Review 16 years after superseded


2	Maintenance diaries or logs	2 years after final entry	Destroy 16 years after final entry


3	Installation surveys (plant and services)	Retain in store until subsequent survey	Review 16 after date of survey


4	Incident reports	2 years after action or, if a claim is made, 6 years after claim settled	Review 5 years after action or, if a claim is made, 6 years after claim settled


5	Maintenance programme	Retain until superseded	Review 16 years after superseded


6	Maintenance and operational manuals	Retain until equipment disposed of	When equipment disposed of, destroy or transfer to new owner

7	Health and safety inspection reports	5 years after issue	Review 12 years after issue


8	Accident books	1 year after date of last entry	Review 3 years after date of last entry


9	Accident reports	2 years after completion of action	Review 5 years after action or, if a claim is made, 6 years after claim settled


10	Plant and equipment condition surveys	Retain in store until subsequent survey	Review 10 years after date of survey


11	Maintenance contracts and related correspondence	2 years after end of contract	Review 12 years after end of contract


12	Meetings with contractors

	a) agenda, minutes etc, record set	2 years after meeting	Review 5 years after date of meeting

	b) agenda, minutes etc, other copies	-	Destroy 6 years after date of meeting

	c) drafts, domestic arrangements etc	-	Destroy 3 years after date of meeting


13	Forward maintenance registers (FMR)	Retain in store	Review 16 years after date of last entry


14	Asbestos registers (SI 1992, No 3068)	Retain in store	Review 40 years after date of last entry


15	Asbestos incidents - correspondence, reports and papers	Retain in store until 40 years after date of event	Review 30 years after date of event

Buildings Records: legal documents


Item	Description	Transfer to Central Records Store	Disposal


1	Title deeds and other documents relating to freehold property *	Deposit in safe custody after completion	Transfer to new freeholder on disposal


2	Leases (signed copies)	Deposit in safe custody after completion	Destroy 16 years after expiry


3	Memoranda of terms	Deposit in safe custody after completion	Destroy 16 years after expiry


4	Subletting agreements	Deposit in safe custody after completion	Destroy 12 years after termination


5	Wayleave agreements	Deposit in safe custody after completion	Destroy 12 years after expiry or termination


6	Landlords' consents	Deposit in safe custody on issue	Destroy 16 years after surrender, expiry or termination of lease or memoranda of terms


7	Licences	Deposit in safe custody on issue	Destroy 16 years after surrender, expiry or termination of lease

* not public records


8	Schedules of known tenant alterations	Deposit in safe custody after completion	Destroy 16 years after surrender, expiry or termination of lease or memoranda of terms


9	Register of records and documents deposited in safe custody	Retain in store	Destroy 16 years after register ceases to be current


10	Tests and statutory certificates	Retain in store until expiry or superseded	Destroy 12 years after expiry or superseded


11	Fire certificates	Retain in store until expiry or superseded	Destroy 12 years after expiry or superseded


12	Planning consents and correspondence

	a) alterations to buildings	10 years after issue	Review 25 years after issue

	b) new buildings	Transfer to store 5 years after issue	Review 25 years after issue


13	Listed buildings consents and correspondence	Transfer to store 5 years after issue	Review 25 years after issue

Buildings Records: correspondence, photos and miscellaneous


Item	Description	Transfer to Central Records Store	Disposal


Correspondence


1	Consultants and contractors	3 years after date of last paper	Review 16 years after date of last paper


2	Statutory authorities	3 years after date of last paper	Review 25 years after date of late paper


3	Utility and communication companies	5 years after date of last paper	Review 16 years after date of last paper


Photographic records


4	Albums	5 years after compilation	Review 10 years after compilation


5	Catalogues of photographs	5 years after compilation	Review 25 years after date of last entry


6	Prints and negatives

	a) site photographs	3 years after event	Review 10 years after project or event

	b) work in progress	3 years after event	Review 16 years after project or event

	c) completed works	3 years after project	Review 25 years after project or event


	d) publicity photographs	2 years after event	Review 25 years after project or event


Miscellaneous


7	Publicity literature (ceremonial, official openings, dedications, etc)	Immediately after event or publication	Review 5 years after event or publication


8	Historical narratives	Retain in store	Review 25 years after issue


9	Staff work diaries	2 years after date of last entry	Review 5 years after date of last entry


10	Any other records relating to buildings not otherwise referred to in the schedules	-	Review 5 years after date of issue, closure or action

Personnel Records


Document Description	Retention Period


EMPLOYMENT AND CAREER


Written particulars of employment Contracts of employment, including the Certificate of Qualification or its equivalent and including the Senior Civil Service. Changes to terms and conditions, including change of hours letters	Until age 72

Job History - consolidated record of whole career and location details (paper or electronic)	Until age 72


Current address details	6 years after employment has ended


Record of location of overseas service	Until age 72


Variation of hours - calculation formula for individual	Destroy after use


Promotion, temporary promotion and/or substitution documentation	Destroy after summary noted


Working Time Directive opt out forms	3 years after the opt-out has been rescinded or has ceased to apply


Record of previous service dates	Until age 72


Previous service supporting papers	Destroy after records noted as appropriate


Qualifications/references	6 years


Transfer documents (OCD E18)	Destroy after summary noted and actioned


Annual/Assessment reports	5 years


Annual/Assessment reports for the last 5 years of service	Until age 72


Training history	6 years


Travel and subsistence - claims and authorisation	6 years

Annual leave records (dependent on departmental practice)	2 years
Flexi-time records	6 months

Job applications - internal	1 year


Recruitment, appointment and/or promotion board selection papers	1 year


Building society references	6 months


HEALTH


Health Declaration	Until age 72


Health referrals, including medical reports from doctors and consultants, correspondence with the appointed medical adviser to the PCSPS (currently BMI Health Services and, previous to that body, the Occupational Health and Safety Agency Ltd, the Civil Service Occupational Health Service or the Medical Advisory Service (MAS))	Until age 72


Papers relating to any injury on duty	Until age 72


Medical reports of those exposed to a substance hazardous to health, including: Lead (Control of Lead at Work Regulations 1980)Asbestos (Control of Asbestos at Work Regulations 1996) Compressed Air (Work in Compressed Air Regulations 1996) Radiation (Ionising Radiation Regulations 1985)	40 years from date at which entry was made 40 years after last record 40 years from date of last entry 50 years from date of last entry


Medical/Self Certificates - unrelated to industrial injury	4 years


PAY AND PENSION


Bank details - current	6 years after employment has ended


Death Benefit Nomination and Revocation Forms	Until age 72


Death certificates	Return original to provider. Retain copy until age 72


Decree Absolutes	Return original to provider. Retain copy until age 72


Housing advance	6 years after repayment


Marriage certificate	Return original to provider. Retain copy until age 72


Unpaid leave periods (maternity leave etc)	Until age 72


Statutory maternity pay documents	6 years


Other maternity pay documentation	18 months


Overpayment documentation	6 years after repayment or write-off


Personal payroll history, including record of pay, performance pay, overtime pay, allowances, pay enhancements, other taxable allowances, payment for untaken leave, reduced pay, no pay, maternity leave	Until age 72


Pensions estimates and awards	Until age 72


Record of:

Full name and date of birth	Until age 72

National Insurance number	Until age 72

Pensionable pay at leaving	Until age 72

Reckonable service for pension purposes (and actual service where this is different, together with reasons for the difference)	Until age 72

Reason for leaving and new employer's name (where known)	Until age 72

Amount and destination of any transfer value paid	Until age 72

Amount of any refund of PCSPS contributions	Until age 72

All other papers relating to pensionability not listed above (eg papers about pensionability of other employment (including war service); extension of service papers; papers about widow's, widower's, children's and other dependant's pensions; correspondence with the Cabinet Office, other departments and pension administrators, or the officer and his/her representatives (MPs, unions or others) about pension matters	Until age 72


Resignation, termination and/or retirement letters	Until age 72


Added years	Until age 72


Additional Voluntary Contributions (AVC)	Until age 72


Payroll input forms	6 years


Bonus nominations	6 years


Complete sick absence record showing dates and causes of sick leave	Until age 72


Statutory Sick Pay (SSP) forms	For last 4 to 6 years


Papers relating to disciplinary action which has resulted in any changes to terms and conditions of service, salary, performance pay or allowances	Until age 72

Authorisation for deputising, substitution allowance and/or overtime/travel time claim	6 years


Advances for:

Season tickets	6 years after repayment

Car parking	6 years after repayment

Bicycles	6 years after repayment

Christmas/holidays	6 years after repayment

Housing	6 years after repayment


PERSONAL


Welfare papers	Destroy after minimum of 6 years after last action


SECURITY


Security personnel files	5 years after leaving (if at normal retirement age) or 10 years after leaving (if before normal retirement age)

BANK ACCOUNT RECORDS

Cheques and associated records	1. cheque book/butts for all accounts		2 years
	2. cancelled cheques		2 years
	3. dishonoured cheques		2 years
	dishonoured cheques register
	4. fresh cheques		6 years
	5. paid cheques/presented cheques; lists, statements of presented cheques		6 years
	6. stoppage of cheque payment notices		2 years
	7. record of cheques opened books		2 years
	8. cheque registers		2 years
	9. record of cheques drawn for payment		6 years

Bank deposits	10. bank deposit books/slips/butts		2 years
	11. bank deposit summary sheets, summaries of daily banking, cheques schedules		2 years
	12. register of cheques lodged for collection		2 years

Bank re-conciliations	13. reconciliation files/sheets		2 years
	14. daily list of paid cheques		2 years
	15. unpaid cheque records		2 years

Bank statements	16. bank statements, periodic reconciliations		2 years
	17. bank certificates of balance		2 years

Electronic banking and electronic funds transfer	cash transactions, payment instructions, deposits and withdrawals	disposal action should be in line with that for paper records
	audit trails	retain for the same period as the base transaction record

EXPENDITURE RECORDS

Cash books/sheets	18. expenditure sheets	6 years
	19. cash books/sheets	6 years

Petty cash records	20. petty cash records/books/sheets	2 years
	21. petty cash receipts	2 years
	22. postal cash book/sheets, postage/courier account/cash records, register of postage expenditure, postage paid records, postage books/sheets	2 years
	23. summary cash books

Creditors	24. creditors history records, lists/reports	6 years

Statements	25. statements of accounts outstanding, outstanding orders	2 years
	26. statements of accounts - rendered; statements of accounts - payable	2 years

Subsidiary records	27. copies of abstracts and expenditure dissections	1 year
	28. credit note books	2 years
	29. credit notes	2 years
	30. debit note books	2 years

Vouchers	31. vouchers - includes claims for payment, purchase orders, requisitions for goods and services, accounts payable invoices, invoices received, etc.	6 years
	32. wages/salaries vouchers	6 years

Copies of vouchers	33. copies of vouchers (not the main accountable copy)	1 year
	34. copies of wages/salaries vouchers	6 years

Voucher registers	35. voucher registers	2 years

EXPENDITURE RECORDS - contd

Voucher registration cards	36. voucher registration cards voucher payments cards	6 years

Voucher summaries	37. voucher summaries	1 year
	38. advice/schedule of vouchers despatched, delivery advices	1 year

Costing records	39. cost cards	2 years
	40. costing records, dissection sheets, etc.	2 years

LEDGER RECORDS

General and subsidiary ledgers	41. general and subsidiary ledgers produced for the purposes of preparing certified financial statements or published information	6 years
	42. other ledgers(e.g. contracts, costs, purchases, etc)	2 years
	43. creditors ledgers	6 years

Related records	44. audit sheets - ledger postings	2 years

Journals	45. journals (prime records for the raising of charges)	6 years
	46. journals (routine adjustments)	2 years

Trial balances & reconciliations	47. year-end balances, reconciliations and variations to support ledger balances and published accounts	6 years

RECEIPTS AND REVENUE RECORDS

Books/butts	48. receipt butts/books; office copies of receipts; - includes cashiers', cash register, fines and costs, sale of publications and general receipt books/butts/records	6 years
	49. postal remittance books/records	6 years
	50. receipt books/records for imposts (eg stamp duty and VAT receipt books/records	6 years
	51. irregular remittance books	2 years

Cash registers	52. butts/copies of cash register forms	6 years
Copies of forms	53. cash register reconciliation sheets	6 years

Rolls	54. cash register audit rolls	2 years

Summaries/analysis records	55. cash register analysis and summary records	2 years
	56. cash register reading books/sheets	2 years

Cashiers' records	57. cashiers' handover books	2 years

Revenue records	58. revenue cash books/sheets/records; receipt cash books/sheets	6 years
	59. daily revenue dissections	1 year
	60. periodical revenue dissections	1 year

Debtors records/ invoices	61. copies of invoices/debit notes rendered on debtors - includes invoices paid and invoices unpaid and registers of invoices - debtors ledgers	6 years
	62. source documents/records used for raising of invoices/debit notes	6 years
	63. copies of invoices and copies of source documents	2 years

Debts/refunds	64. records relating to unrecoverable revenue, debts and overpayments - includes register of debts written off, register of refunds, etc	6 years

SALARIES AND RELATED RECORDS

Salary records	65. employee pay history records	6 years
	NB The last 3 years records must be kept for leavers, in either the personnel or the finance records system, for the calculation of pension entitlement
	66. salary rates registers	when superseded
	67. salary ledger cards/records	6 years
	68. copies of salary/wages/payroll sheets	2 years

STORES AND SERVICES RECORDS

Stores records	69. goods inwards books/records	6 years
	70. delivery dockets	2 years
	71. stock/stores control cards/sheets/records	2 years
	72. stock/stores issue registers/records	2 years
	73. stocktaking sheets/records - includes inventories, stock reconciliations, stock take reports	2 years

Purchase order records	74. purchase order books/records	6 years
	75. railway/courier consignment books/records	2 years
	76. travel warrants	2 years

Requisition records	77. requisition records	2 years

OTHER ACCOUNTABLE FINANCIAL RECORDS

Asset registers	78. assets/equipment registers/records - registers/records documenting the assets, equipment, furniture, etc .	6 years after disposal of item/asset, or last one in register

Depreciation registers	79. records relating to calculation of annual depreciation	6 years after item/asset, or last one in register, disposed of

Financial statements	80. statements/summaries prepared for inclusion in the quarterly and annual reports	6 years

	a) periodic financial statements prepared for management on a regular basis	destroy when cumulated into quarterly or annual reports
	b) ad hoc statement	1 year

HEALTH & SAFETY RECORDS

Act or Regulation	Record	Disposal
Control of Substances Hazardous to Health Regulations 1997

Reg 7 (10) - special provision relating to biological agents	List of employees exposed to group 3 and 4 biological agents (see the Regulations)	10 years after last exposure

Schedule 9 - special provision relating to biological agents	Where exposure may lead to a disease many years later	40 years after last exposure

Reg 9 - maintenance, examination and test of control measures	Examination and testing of control equipment and repairs carried out as a result	5 years

Reg 10 - monitoring exposure at the workplace	Exposure to hazardous substance at the workplace: a) general exposure b) personal exposure of identifiable employee	5 years 40 years

Reg 11 - health surveillance of employees who are, or are liable to be, exposed to a substance hazardous to health	Health surveillance, including medical reports	40 years from date of last entry


Factories Act General Register Order 1973	General Register (Form F31, recording details relating to the factory, such as name and address of occupier, nature of work, fire certificate, etc)	2 years after date of last entry


Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995	Reportable injuries, diseases and dangerous occurrences	3 years


Social Security (Claims and Payments) Regulations 1979	Accident book (form BI 510)	3 years from date of last entry

The Ionising Radiations Regulations 1985	a) health records b) examination of respiratory protective equipment	50 years from date of last entry 2 years

The Ionising Radiations (Outside Workers) Regulations 1993	Radiation passbook	5 years after finish of use


Control of Lead at Work Regulations 1980

Reg 8(4) - maintenance, examination and test of control measures	Maintenance of control measures	5 years from date at which entry was made

Reg 9(5) - monitoring exposure	Air monitoring	5 years

Reg 10(3) - health surveillance of employees exposed, or liable to be exposed, to lead	Medical surveillance	40 years from date at which entry was made


Control of Asbestos at Work Regulations 1987	Health surveillance (including medical reports)	40 years after last record

Work in Compressed Air Regulations 1996	a) health surveillance	40 years from date of last entry

	b) exposure	40 years from date of last entry

Special Waste Regulations 1996	Consignment note	3 years


Environment Protection (Duty of Care) Regulations 1991	Consignment note (controlled waste)	2 years

CONTRACTUAL RECORDS

Type	Item	Description	Disposal (maximum period)

Policy matters	1	Policy on contracts, normally contained in a separate registered file series	First (10 years) and Second Review (25 years)


Initial proposal	2	End user requirement	6 years


	3	List of approved suppliers	An active document - updated regularly


	4	Statements of interest	1 year from date of last paper


	5	Draft specification	Destroy when specification has been agreed


	6	Agreed specification	6 years from end of contract


	7	Evaluation criteria	6 years from end of contract


	8	Invitation to tender	6 years from end of contract


Tendering	9	Unsuccessful tender documents	1 year after date of last paper


	10	Successful tender document	6 years from award of contract


	11	Background information supplied by department	1 year after date of last paper


	12	Interview panel - report and notes of proceedings	1 year from end of contract


	13	Commissioning letter	1 year from end of contract


	14	Signed contract	6 years from end of contract


Contract operation and monitoring	15	Reports from contractors	2 years from end of contract


	16	Schedules of works	2 years from end of contract


	17	Bills of quantity (building contracts)	16 years


	18	Surveys and inspections

		a. equipment and supplies	a. 2 year from date of last paper

		b. buildings	b. Second Review (25 years)


	19	Records of complaints	6 years from end of contract


	20	Disputes over payment	6 years from end of contract

	21	Final accounts	6 years from end of contract


	22	Minutes and papers of meetings	Second Review (25 years)


Amendments to contracts	23	Changes to requirements	6 years from end of contract


	24	Forms of variation	6 years from end of contract


	25	Extensions to contract	6 years from end of contract

Project Records

Item	Description	Disposal	Notes
1	Project proposals

	- approved	10 years after completion of project

	- rejected or deferred	5 years after completion of project


2	Project Initiation Documents (PID) and supporting documentation (including business cases)	10 years after completion of project	Records relating to major projects may be kept for Second Review (25 years)


3	Feasibility studies

	- reports	10 years after issue	Records relating to
			major projects may
	- draft reports	2 years after date of last paper	be kept for Second Review (25 years)

	- working papers	2 years after date of last paper

	- correspondence	5 years after date of last paper


4	Plans and Specifications (statements of requirements, operational requirements, technical plans, resource plans, etc)

	- provisional/proposed	5 years after completion of project


	- final	10 years after completion of project

	- variations	10 years after completion of project


5	Contracts and Agreements	See Retention	Title deeds are
		Scheduling: 5.	not public records
	- contracts under seal	Contractual	but might be
		Records,	retained for
	- other contracts		administrative
			purposes
	- title deeds

	- correspondence


6	Contractors

	- approved nominations	1 year after issue

	- rejected nominations	1 year after issue

	- approved list	When new list is issued

	- removals/suspensions	6 years after the end of the project


7	Tender Boards

	- record set of papers	At the end of the project

	- other copies	1 year after date of last paper

	- working papers	2 years after date of last paper

	- minutes of meetings	5 years after date of last paper


8	Maps, plans, drawings and photographs		Records relating to Major projects may
			be kept for Second
	- master set	10 years after completion of project	Review (25 years)

	- working copies	At the end of the project

	- other copies	5 years after date of last paper


9	Financial documents (including investment appraisals)	6 years after completion of the project	See also Retention Scheduling: 3. Accounting Records


10	Equipment and Supplies	6 years after completion of the project


11	Land records

	- allocation	When land is released for other purposes

	- procurement/disposal	12 years after date of disposal


12	Human resources	See Retention Scheduling: 2. Personnel Records	Originals should be with Personnel Departments


13	Health and Safety Records	See Retention Scheduling: 4. Health and Safety Records


14	Project Boards, Assessment Meetings, etc		Records relating to major projects may
			be kept for Second
	- minutes	5 years after date of last paper	Review (25 years)

	- correspondence	5 years after date of last paper


15	Reports (stage assessments, quality reviews, highlight reports, GANTT charts, etc)

	- interim	5 years after issue

	- final	Keep for Second Review

	- evaluation	Keep for Second Review

	- draft	At the end of the project


16	Product descriptions	5 years after completion of project


17	Project operating manuals	5 years after completion of project


18	Miscellaneous records, such as:

	copies of documentation from other projects; information on products, equipment, machinery, etc; training courses; correspondence	2 years after completion of project

COMPLAINTS

Type	Item	Description	Disposal (maximum period)
	1	Policy statements	When superseded


	2	System handbook/guidance	When superseded


	3	Minutes of meetings of Complaints Committee, Service Standards Team, etc	10 years


	4	Surveys	3 years


Case records	5	Enquiries	3 years


	6	Investigations	10 years


	7	Statistical reports	5 years


	8	Reports on particular complaints or on categories of complaints	3 years


	9	Precedents	Review after 10 years


	10	Register of Complaints	10 years


	11	Correspondence and papers	10 years


Reviews	12	Reports	3 years

PRESS AND PUBLIC RELATIONS

Type	Item	Description	Disposal

Dealing with the media and the public	1	Press releases	7 years


	2	Press cuttings	1 month


	3	Operational notes (notices to press about forthcoming events or conferences)	3 months


	4	Press conference reports/ previews	3 years



	5	Press reports digests	7 years


Internal records	6	Correspondence with branches of the media	7 years


	7	Policy and administrative records	Second review (25 years)


	8	Handbooks and guides to media/public relations	Destroy when superseded


	9	Reports on media/public relations	7 years


	10	Image library records	When no longer Required


Special events	11	Correspondence and papers	7 years


	12	Reports	7 years


	13	Visitor books	3 years


	14	Calendars	3 years


	15	Brochures and guides	3 years

Table of Suggested Retention Periods for FOI/EIR Requests

Type of Record	Suggested Retention Length
Policy Records
Procedures handling FOI/EIR requests and other documents regarding practical implementation of FOI/EIR	Retain for five years after the procedures have been superseded as they may have archival or reference value
Retention and Disposal Policy	Retain permanently

Individual Transaction Records
Case file records detailing the FOI /EIR request and the consideration of possible exemptions	Where all information sought is made available to the public - 2 years from date a final reply was sent
		Where request has been transferred to another public body - 1 year from transfer _____________________________ Where information sought is not made available to the public either in part or in full - 10 years from date a final reply was sent or until information is made available, if earlier
Records of Complaints and Appeals
Case File Records detailing the FOI request and the consideration of possible exemptions.	Where record is made available to the public following an internal review or Information Commissioner appeal - 2 years from date of resolution
		Where record is not made available to the public following either an internal review or Information Commissioner appeal - 10 years from date of resolution or until record is opened